Technology Project
Project Plan Template
Signoff
Project Role
Name
Signature
Date
Business Sponsor
Business Lead
Project Sponsor
Project Manager
Finance
*
* Include Additional Names for signoff as appropriate.
The Sample Project Project Plan v1.2
1
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
Revision History
Document Version
Name
Changes
Date
V1.0
RICKY RAMOS
INITIAL DRAFT
10/2/2010
V1.2
RICKY RAMOS
ADDED SECTION 1.4.1
10/9/10
The Sample Project Project Plan v1.2
2
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
Table of Contents
1.
PROJECT MANAGEMENT PLAN ........................................................................................................ 4
1.1 PROJECT CHARTER .................................................................................................................................. 4
1.2 PROJECT IMPLEMENTATION APPROACH..................................................................................................... 4
1.2.1 Project Life Cycle ...................................................................................................................... 4
1.2.2 Project Reviews ........................................................................................................................ 4
1.2.3 Tailoring Decisions .................................................................................................................. 4
1.2.4 Project-specific Considerations ............................................................................................... 4
1.3 SCOPE MANAGEMENT .............................................................................................................................. 4
1.3.1 Scope Statement....................................................................................................................... 4
1.3.2 Work Breakdown Structure .................................................................................................... 5
1.3.3 Requirements Management Plan ............................................................................................ 6
1.3.4 Scope Change Control Process ................................................................................................. 6
1.4 TIME MANAGEMENT ............................................................................................................................... 6
1.4.1 Schedule Management Plan .................................................................................................... 6
1.4.2 Project Schedule ....................................................................................................................... 6
1.5 COST MANAGEMENT ............................................................................................................................... 6
1.6 QUALITY MANAGEMENT .......................................................................................................................... 6
1.6.1 Quality Management Plan ....................................................................................................... 6
1.6.2 Quality Metrics ......................................................................................................................... 7
1.7 HUMAN RESOURCE MANAGEMENT ........................................................................................................... 7
1.7.1 Project Organizational Chart .................................................................................................. 7
1.7.2 Resource Assignment Matrix (Roles and Responsibilities) ..................................................... 7
1.7.3 Staffing Management Plan ...................................................................................................... 8
1.8 COMMUNICATION MANAGEMENT.............................................................................................................. 8
1.8.1 Communication Management Plan ......................................................................................... 8
1.9 RISK MANAGEMENT ...............................................................................................................................10
1.9.1 Risk Management Process ......................................................................................................10
1.10 PROCUREMENT MANAGEMENT ..............................................................................................................10
1.11 ISSUE AND CONFIGURATION MANAGEMENT ............................................................................................10
1.11.1
Issue and Configuration Management Process .................................................................11
2.
POST IMPLEMENTATION .................................................................................................................11
The Sample Project Project Plan v1.2
3
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
1.
Project Management Plan
Project Management Plan (PM Plan) addresses how the project will manage the 9 project
management knowledge areas across the 5 project process groups as applicable. This includes
managing risk, communication, scope, time, resources, cost, procurement, requirement changes and
issues.
1.1 Project Charter
Project Charter, which is created during the initiation phase, formally recognizes a need for a project.
In this section, you may indicate statement similar to “This project plan is based on [Project Charter
Name] version x.xx”.
1.2 Project Implementation Approach
1.2.1 Project Life Cycle
Describe the life cycle that will be used to accomplish the project. This may include phases, periods
within the phases, and deliverables for each phase.
1.2.2 Project Reviews
List any project reviews, for example phase gate reviews, customer product reviews, quality reviews,
etc.
1.2.3 Tailoring Decisions
Indicate any decisions made to combine, omit, or expand project management processes. This may
include defining the specific processes used in each life cycle phase and the whether it is a summary
or detailed application of specific processes.
1.2.4 Project-specific Considerations
This may include specific information about the environment, stakeholders, product integration, or
any other aspects of the project that warrant special attention.
1.3 Scope Management
Scope Management includes the processes required to ensure that the project includes all of the
work required, and only the work required, to complete the project successfully. Project scope
management is primarily concerned with defining and controlling what is and is not included in the
project.
1.3.1 Scope Statement
The project scope statement describes, in detail, the project’s deliverables and the work required to
create those deliverables. The project scope statement also provides a common understanding of the
project scope among stakeholders. It may contain explicit scope exclusions that can assist in
managing stakeholder expectations. It enables the team to perform more detailed planning, guides
the project team’s work during execution, and provides the baseline for evaluating whether requests
for changes or additional work are contained within or outside the project’s boundaries.
The Sample Project Project Plan v1.2
4
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
1.3.1.1 Product Scope Description
Progressively elaborates the characteristics of the product, service, or result described in the project
charter and requirements documentation.
1.3.1.2 Product Acceptance Criteria
Defines the process and criteria for accepting completed products, services, or results.
1.3.1.3 Project Deliverables
Deliverables include both the outputs that comprise the product or service of the project, as well as
ancillary results, such as project management reports and documentation. The deliverables may be
described at a summary or in great detail.
1.3.1.4 Project Exclusions
Generally identifies what is excluded as from the project. Explicitly starting what is out of scope for
the project helps to manage stakeholder’s expectation.
1.3.1.5 Project Constraints
Lists and describes the specific project constraints associated with the project scope that limit’s the
team’s option, for example, a predefined budget or any imposed dates or schedule milestones that
are issued by the customer or performing organization. When the project is performed under
contract, contractual provisions will generally be constraints. Information on constraints may be
listed in the project scope statement or in separate log.
1.3.1.6 Project Assumptions
Lists and describes the specific project assumptions associated with the project scope and the
potential impact of those assumptions if they prove to be false. Project teams frequently identify,
document, and validate assumptions as part of their planning process. Information on assumptions
may be listed in the project scope statement or in separate log.
1.3.2 Work Breakdown Structure
The Work Breakdown Structure is a deliverable-oriented hierarchical decomposition of the work to
be executed by the team, to accomplish the project objectives and create the required deliverables,
with each descending level of the WBS representing and increasingly detailed definition of project
work. The WBS is finalized by establishing control accounts for the work packages and a unique
identifier from a code of accounts. These identifiers provide a structure for hierarchical summation
of costs, schedule, and resource information. See example below.
The Sample Project Project Plan v1.2
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*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
1.3.3
Requirements Management Plan
1.3.4
Scope Change Control Process
How the project scope will be managed and how scope changes will be integrated into the process.
1.4 Time Management
Time Management includes the processes required to manage timely completion of the project.
1.4.1 Schedule Management Plan
Includes establishment of schedule baseline, performance measures to identify variances early, how
schedule variances will be managed, the schedule change control procedures, how the estimates
should be made (in hours? days?), and how schedule will be reported (gantt, tabular, etc)
1.4.2 Project Schedule
Project schedule includes a planned start date and planned finish date for each activity. It can be
presented in tabular form, milestone charts, bar charts, or schedule network diagram.
1.5 Cost Management
The project’s cost estimates should be provided here. If a project methodology is being utilized the
project manager should attempt to estimate costs per phase.
1.6 Quality Management
Includes processes and activities of the performing organization that determine quality policies,
objectives and responsibilities so that the project will satisfy the needs of which it was undertaken.
1.6.1 Quality Management Plan
Describes how the project management team will implement the performing organization’s quality
policy. It includes quality control, quality assurance and continuous process improvement
approaches for the project.
The Sample Project Project Plan v1.2
6
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
1.6.2 Quality Metrics
Describes a project and how quality control process measures it. It sets tolerable range that is used
for QA and QC purposes. Example of metrics includes on-time performance, budget control, defect
frequency, failure rate, availability, reliability and test coverage.
1.7 Human Resource Management
1.7.1 Project Organizational Chart
The Project Manager(s) and sponsors should develop an Project Organizational Chart to assist with
communicating project roles, responsibilities and reporting relationships. It should be noted, the
organizational chart will reflect the roles for the project and not the functional relationships.
1.7.2 Resource Assignment Matrix (Roles and Responsibilities)
In the planning phase of the project, and following the completion of the Work Breakdown Structure,
(WBS), the project manager and business sponsor should begin to detail the resources that will be
necessary to complete the project. Special attention should be paid to skill sets and required
experience for the resources that will be needed. The Work Breakdown Structure will identify the
“what” of the project, or the work that needs to be done, the Resource Assignment Matrix and
Organizational Chart will then identify the “who”, or the resources that will complete the project
work.
Infrastructu
re/ Ops Rep
DBA
Data
Architect
Technical
Architect
QA
Specialist
Developme
nt Spec.
IT Business
Analyst
IT Project
Manager
IT Sponsor
IT Roles
User
SME
Business
Project Mgr
Business
Sponsor
ROLES
Business Roles
TASKS
Requirements
Research Current
A
R
C
C
I
I
Situation
Identify System
A
R
C
C
I
I
Objectives
Model Current
A
R
C
I
I
Business Process
Complete with
activities defined in
WBS and Project
Schedule…
Accountable: Overall owner/lead of task or deliverable with the authority to make key decisions. Only one person can be
accountable for a task.
Responsible: Owns specific task or deliverable. May require involvement from additional resources to ensure success of activity
or deliverable.
Consult: Required to provide specific information or advice in order to complete a task or deliverable.
Inform: Required to understand status of key activities and/or planned deliverables of the project.
Sign-off: Approval and signature required to proceed to next task, phase, or deliverable. Official gate.
The Tasks in the left hand column should directly correlate to the activities (and tasks, if defined)
outlined in the Work Breakdown Structure and project schedule. The Roles should not only identify
the project role, but also the resource individual, when identified.
The Sample Project Project Plan v1.2
7
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
1.7.3 Staffing Management Plan
Staffing Management Plan describes when and how human resources will be met. Information to
staffing management plan varies by application area and project size but items to consider include:







Staff Acquisition – planning the acquisition of project team members whether internal or
contracted outside the organization. This also defines the skills, work location, and level of
assistance to be given to the acquired member.
Resource Calendars – bar chart that illustrates the number of hours per person, department
or entire project team will be needed each week or month over the course of the project
Staff Release Plan – Determining the method and timing of releasing team members
Training needs – if the team members are expected not to have the required competencies
and or trainings that will benefit members to work productively
Recognition and rewards – clear criteria for rewards and a planned system for their use
helps promote and reinforce desired behaviors
Compliance – strategies for complying with HR policies
Safety – protect the members from safety hazards
1.8 Communication Management
Communication Management includes the processes required to ensure timely and appropriate
generation, collection, dissemination, storage and ultimate disposition of project information.
1.8.1 Communication Management Plan
The Communication Management Plan (also commonly known as a Communication Plan) is one of
the most critical and useful components of the Project Plan. It is a document that provides the
following information to all team members, sponsors and stakeholders:
COMMUNICATION MANAGEMENT PLAN
Section 1 – Regularly Scheduled Communication
Regular Communication
Medium and Audience
Core Project Team
Meetings
Message





Required for all projects
Project Status
Reports





Required for all projects
Project Kickoff
Meeting



Audience
Project Status
Review
Risk
Management
Review
Issues
Scope
Management
Other change
requests
Lessons learned
and best
practices
Project Status
Budget
information/tra
cking
Changes to risk
Changes to
schedule
Issues

Project
Objectives
Project plan

The Sample Project Project Plan v1.2







Objective
Project

Manager
Team
Leaders
Core Team
Members
Any other
participants
considered
necessary
Include
names of
participants
All team

members,
sponsors
Stakeholders
deemed
necessary
Include
names of
distribution
Primary
audience –
All Project
Medium

Review project
status

Project status





Kick off project 
Discuss

objectives and
8
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
Frequency

Prepublished
meeting
agenda and
material
Meeting
minutes
captured
and stored
in project
files
Predetermined
template
E-mail
Stored in
project files


Meeting

Pre-published
agenda and
Responsibility
Recommend
weekly
No less than
monthly

Project
Manager or
Team Leader
for each major
area
At a minimum
monthly

Team Leaders
for their
respective area
Project
Manager for
overall project
Project Sponsor
for monthly
reporting to
GPO and BTPO
Business
Manager
Project


At least once, at 
the end of the
planning phase 
2010/10/02
COMMUNICATION MANAGEMENT PLAN
Section 1 – Regularly Scheduled Communication
Regular Communication
Medium and Audience
Message



Required for all projects
Steering Committee
Meetings







Required for all Level 1 &
Level 2 projects
Team Meetings




Audience
components
Team building

Expectation
setting
Roles and
Responsibilities
Milestones
Team
members

Secondary –
sponsors,
stakeholders, 
GPO, etc.


Project

Sponsor(s) 
Representati 
ves from the
IT or
business
community
GPO
BTPO
Project
Manager
Discuss project
progress
Risk
management
Issues
Budget
Forecasting
Guidance on
any other
direction
and/or
approach
Project tasks
Project status
Requests for
change
Issues






Recommended for all
projects
Project Closeout
Meeting
Project team
members
and/or
leaders,
Project
Manager
Any others
deemed
necessary
assignments
Clarify roles
and
responsibilities
Teambuilding
Discuss
processes for
managing the
project
Manage scope
Manage risks
Manage change

Required for all projects

Closing
activities for
project
Lessons learned
Best practices
Review of
objectives and
progress

Project team
members

Project
Manager

Project
sponsor(s)

Other
stakeholders

GPO/BTPO
Project
Update on
Manage
agreed upon
metrics, issues r,
Steering
and severity,
Commit
status of
implementation tee,
, discussion of team
membe
“go/no go”
rs
decisions
Recommended
for all projects
The Sample Project Project Plan v1.2
Medium










Project status
Project tasks
Risks
Issues
Requests for
change
Any other
project
information
Training





Implementation
Communications
Objective




Review project 
objectives
Identify lessons
learned

Identify best
practices

Leverage
experience



9
Responsibility
material

Meeting
minutes
Slide
presentations
Preferred at the

beginning of
each major
phase
Manager
Project Sponsor
Presentation 
Pre-published
and
distributed
Meeting
minutes
stored in
project files
At a minimum,
monthly
Project
Manager
Project
Sponsor(s)

Weekly or biweekly
recommended

Team Leaders
or Project
Manager
Post

Implementatio
n Review
survey
Closeout

meeting
Minutes
At the end of
every major
phase
recommended
At the end of
project,
required

Project
Manager
During the

implementation,
daily, twice daily,
hourly, as needed by
the project
Project
Manager
Meetings
Training
sessions
Social events
Pre-determined
vMail
communication
email
vehicle, so the
Project Manager(s)
will not waste
valuable time trying
to coordinate
communication of
critical information
to key stakeholders.
Also, provides ready
format to pull key
stakeholders
together quickly in
the event of a major
issue.
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
Frequency


2010/10/02
COMMUNICATIONS MANAGEMENT PLAN
Section 2 – Other, non-scheduled project communication (to be updated as necessary and plan redistributed to team)
Communication Medium
Objective
Audience
Vehicle
Date and Responsibility
Information Communication
Marketing Communication
1.9 Risk Management
Risk Management includes the processes of conducting risk management planning, identification,
analysis, response planning, and monitoring and control the project.
1.9.1
Risk Management Process
To determine how the risk management process will be managed, the Project Manager should
determine:
 Methodology – Defines the approaches, tools, and data sources that maybe used to perform
risk management on the project.
 Roles and responsibilities – Defines the lead, support, and risk management team members
for each type of activity in the risk management plan, and clarifies their responsibilities.
 Budgeting – Assign resources, estimates funds needed for risk management for inclusion in
the cost performance baseline, and establishes protocols for application of contingency
reserve.
 Timing – Defined when and how often the risk management process will be performed
throughout the project cycle, establishes protocols for application of contingency reserves,
and establishes risk management activities to be included in the project schedule.
 Risk Categories – Provides a structure that ensures a comprehensive process of
systematically identifying risks to a consistent level of detail and contributes to the
effectiveness and quality of the Identify the Risk process. Risk Breakdown Structure (RBS)
maybe used.
 Definitions of risk probability and impact – Definitions of probability levels and impact levels
are tailored to the individual project.
 Probability and impact matrix – used to prioritize risks according to their potential
implications for having an effect on the project’s objectives.
 Revised stakeholders’ tolerances – stakeholders’ tolerances maybe revised in the Plan Risk
Management process.
 Reporting formats – identifies how the risks will be captured, documented and
communicated.
 Tracking – how and how often risks will be tracked, monitored and audited.
1.10 Procurement Management
Project procurement management includes the processes necessary to purchase or acquire products,
services, or results needed from outside the project.
1.11 Issue and Configuration Management
Successfully identifying, documenting, monitoring, escalating and resolving issues
throughout the project life cycle is the objective of Issue Management. Issue Management is
The Sample Project Project Plan v1.2
10
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02
also a clearinghouse for tracking unplanned events, configuration or requirements changes,
or potential risks and/or changes that arise during the project. The goal of Issue
Management is to quickly identify everything in order to communicate and address potential
and existing stumbling blocks strategically instead of tactically.
1.11.1 Issue and Configuration Management Process
The minimum requirements for a project’s issue management process must satisfy the following:





2.
Process for identifying issues
Process for capturing issues
Process for evaluating and assigning issues for action
Process for resolving issues
Process for monitoring issues regularly
Post Implementation
Upon the end or termination of a project, the Project Manager should administer the Post
Implementation Review Process and prepare the Project Closeout and/or Executive Summary report
to capture Best Practices and Lessons Learned.
The Sample Project Project Plan v1.2
11
*Some descriptions in each sections of this project plan are taken from PMBOK 4 th Ed.
2010/10/02